PRC Web Invoice Supplier Training (2013) Internal Use Only
Background Web Invoice is an accepted form of invoice submission to the below Intel Companies. Along with using web invoice, all service suppliers are required to submit an original signed hard copy Service Details Letter (SDL) of Service Details form and the required documentation when billing Intel. Scope: All service suppliers located outside of China that do business with the following Intel Companies (for payments in non-rmb currencies): Intel APAC R and D Ltd (764) Intel China Ltd. (776) Intel China Research Center (725) Intel Mobile Communications Technology (Xi'an) Ltd. (884) Intel Mobile Communications Technology (Beijing) Ltd. (887) Intel Mobile Communications Technology (Shanghai) Ltd. (891) Intel Products Chengdu (778) Intel Trading Ltd.- Shanghai (888) Out of Scope: Supplier providing Direct Materials to PRC please continue with ERS process Intel Semiconductor (DL) (724) has a slightly different web invoice model 2 Internal Use Only
Service Suppliers In addition to the web invoice, service suppliers are required to mail in the hardcopy Service Details Letter (SDL) of Service Details and required documentation to Intel Account Payable (Zizhu address). Steps upon web invoicing to Intel Service POs: 1. Supplier to submit invoice through web-invoice 2. Supplier must print out web-invoice form from supplier.intel.com. Attach together with original service letter (with signature or stamp) and other required documents and mail to Intel Accounts Payable (Zizhu address). Note:The printed invoice attached to the service details letter will help AP identify the specific invoice the SDL relates to. This is not considered a duplicate invoice 3. Non receipt of hard copy documents within one month of web invoice submission will result in rejection of web invoice by Accounts Payable. Location for the Statement Letter of Service Details: Updated Statement Letter of Service Details and instructions can be found under Accounts Payable forms called PRC Statement Letter of Service Details at supplier.intel.com 1. Go to supplier.intel.com 2. On the main page (do not Sign In) on the right you will see Quick Links, click on Accounts Payable 3. Click on Forms 4. Scroll all the way to the bottom and click on PRC Statement Letter of Service Details Direct Link: https://supplier.intel.com/static/ap/forms/service_details_statement_letter_(v2012).docx 3 Internal Use Only
Supplier Setup Needed Existing WebSuite User (already registered) but missing China parameters: Go to MY PROFILE to add company name to be able to view China s POs and web invoicing them Applies to those that have their supplier numbers already applied in their accounts Existing Supplier but new WebSuite User (need to register): Go to Supplier Registration on the Intel Supplier Portal: https://supplier.intel.com/seem/default.aspx Follow the steps for a new Intel Supplier User. The Intel Websuite Application will be selected by default 4 Internal Use Only
Intel Web Suite/ Web Suite Lite Registration Process 5
Web Suite Access There are 2 types of access for Suppliers to access Web Suite: Web Suite Web Suite Lite Who is eligible for? Registration process High transaction volume suppliers >25 POs Smaller/lower transaction volume suppliers <25 POs with no existing websuite/evm account Suppliers need to go through standard registration process at Supplier Portal Suppliers accounts are created by Intel buyers at WSLite Supplier EVM validates access requests & revalidates quarterly that right employees have access. (Intel contact validates supplier EVM and re-validates every six months) Pre-requisition: DUNS, Supplier ID, Tax ID, Intel Contact (Name and Email) Limitation? No limitation to PO access and invoicing against them Re-validation? Yes. Intel contact validates supplier EVM and re-validates every 6 months Login ID & Password will be sent to intended recipient via email upon the account creation Restricts visibility to most recent 25 POs & invoices supporting those POs. [upgrade to standard websuite available] Access Limited to Web PO, Web Invoice and Payment Tracker. Routing Guide by default. Minimal. Intel buyer will be responsible to disable supplier s account upon supplier s termination. Demo WebSuite Standard Registration Web Suite Lite 6 FAQ
Manage My Profile Manage My Account Module Maintain Personal Information Request Access to Additional Applications Check Status of Application on EVM Request Become an EVM View Company EVMs Change passwords Remove Account Maintain Supplier Numbers Upgrade to Standard (Full) Registration Normal users without access X X X X X X X Normal users with Websuite access X X X X x X X X Websuite Lite users (without DUNS in account) X X X X X Websuite Lite users (with DUNS in account after converting to Standard Registration but access yet to be approved) X X X X X X X X 7 Month dd, yyyy
Standard Registration Flow Requirement D-U-N-S Number - You will be prompted to enter the Dun & Bradstreet D-U-N-S number of the local office of the company for which you work. This is a 9-digit number that is recognized as a universal standard for identifying companies worldwide Employee Validation Manager (EVM) - In order to register for full access your company will need to identify an Employee Validation Manager (EVM) who will manage the access of other users from your company. If your company does not currently have an EVM, you will be prompted to take on this responsibility as part of your application. If you decline, your application will remain on hold until a user from your company assumes that role. Supplier Number For access to most applications you will need your 10-digit supplier number. If you do not know your supplier number you can ask your buyer or other Intel contact. 8
Employee Validation Manager Responsibilities of an EVM: Manage company s user accounts Approving/rejecting new users requests Revoke user access when accounts not longer needed Quarterly audit to ensure lists are up to date STEP TO BECOME AN EVM 1. https://supplier.intel.com/supplierhub/ 2. Click on "Registration 3. Next, click on "Manage My Account" 4. Log in with your ID and password and click Submit 5. Select Become an EVM 6. Take a moment to read the roles and responsibilities. Once done, click I Accept 7. Next, enter the email address of your Intel Contact (e.g. Intel Buyer). An email will be sent to the Intel contact for review and approval. Step 1: Action from Supplier Apply to become an EVM Enter valid Intel Contact email for validation Step 2: Action from Intel Contact Approve/Reject EVM request Request for Approval 9
Standard Web Suite Access - Web Invoice In Websuite package, there are many applications, i.e. Web Invoice, Web PO, Payment Tracker, Web ASN & Forecast. Web Invoice is just one of the application in Websuite. Access of Web Invoice will be given once the Web Suite account is approved REQUEST ACCESS TO ADDITIONAL APPLICATION 1. https://supplier.intel.com/supplierhub/ 2. Click on "Registration 3. Next, click on "Manage My Account" 4. Log in with your ID and password and click Submit 5. Select Request Access To Additional Applications 6. Check the box next to Web Suite (Invoice/PO/Payment Tracker/ASN/Forecast) - Suppliers Only 7. Then, click Submit. 8. The access request form is now displayed. Please fill in all the fields that have the orange asterisk next to them. If you do not know how to fill out a field, mouse over the "?" symbol. An explanation box will appear. Once you submit the request, it will be routed to your company s EVM for approval. Only after the EVM has approved will it route to Intel for processing. 10
Intel Web Invoice: Create New Invoice 11
Create New Invoice 1 2 3 4 Sign in https://supplier.intel.com/sup plierhub/ site with you valid Login ID and password Click on Accounts Payable > Intel Web Invoice. Click on Create New Invoice Key in PO# in the field above and click on Create Refer to next slide 12
Create New Invoice 1 Ensure correct PO# for web invoice creation Check on the checkbox beside the PO line Change Remaining Qty and/or Unit Price when necessary 2 Enter Invoice Number 3 4 Enter Invoice Date (must NOT be future date) Date format: DD-MMM-YYYY Payment Term default as according to PO 5 Enter Ship/Service Date (must NOT be future date) Date format: DD-MMM-YYYY Click on Review Invoice to review invoice before submission. Return to this screen if any amendment required. 13
Create New Invoice 7 Check on the checkbox beside the PO line Change Remaining Qty and/or Unit Price when necessary 8 Click on Review Invoice to review invoice before submission. Return to this screen if any amendment required. 14
Review Invoice Review the invoice details entered before submission. Edit Invoice should any amendment required Submit invoice should there be no changes on the details entered 15
Tax Invoice Copy Save a copy of invoice in local hard drive for future reference. Click on File > SAVE AS or Print from your browser. 16
Intel Web Invoice: Create New Credit Memo 17
Create New Invoice 1 2 3 4 Sign in https://supplier.intel.com/sup plierhub/ site with you valid Login ID and password Click on Accounts Payable > Intel Web Invoice. Click on Create New Invoice Key in PO# in the field above and click on Create Refer to next slide 18
Create New Credit Memo 1 2 3 4 5 6 Enter correct PO# for web invoice creation Select Credit Type from dropdown Enter Supplier Original Invoice Number which needs to be offset with Enter Credit Number Enter Supplier Credit Date (Format: DD-MMM-YYY) Enter Ship/Service Date (Format: DD-MMM-YYYY) 19
Create New Credit Memo 7 Check on the checkbox beside the PO line Change Remaining Qty and/or Unit Price when necessary 8 Enter Credit Description 9 Click on Review Credit Memo to review invoice before submission. Return to this screen if any amendment required. 20
Review Credit Memo Review Credit Memo This is the final check up before credit memo submission. Verify the information keyed, you may either Edit Credit Memo by going back to the earlier screen to make change, or click on Submit Credit Memo 21
Credit Note Copy Save a copy of invoice in local hard drive for future reference. Click on File > SAVE AS or Print from your browser. 22
Intel Web Invoice: Check Invoice Status via Payment Tracker 23
Intel Payment Tracker Intel Payment Tracker helps with the search for invoices and payment information based on your Invoice Number, Purchase Order Number, Check/EFT/Payment Number, or Packing Slip Number. You can select the date range, Intel location, and report format 1 2 3 Sign in https://supplier.intel.com/sup plierhub/ site with you valid Login ID and password Click on Accounts Payable > Intel Payment Tracker Choose payment information based on your preference and click Generate Report ** Please expect 24 hours delay of web invoice information delayed in Payment Tracker** Refer to next slide 24
Intel Payment Tracker 4 Payment status displayed. ** Please expect 24 hours delay of web invoice information delayed in Payment Tracker** 25
Support Contacts For corrections or amendments on web invoices, suppliers will need to contact our AP-PO Support at: ap-po.support@intel.com Technical and Registration issues can be address via our Global Support Organization: https://supplier.intel.com/static/misc/support.htm 26 Internal Use Only
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